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You can use either the Outlook’s Import/Export feature or the Exchange Management Shell New-MailboxExportRequest cmdlet to export contacts from Exchange. I have tested both methods and they give satisfactory results when you need to save contacts to a separate file.
Moreover, you can also use the above two methods to export contacts from Exchange shared mailboxes. But in the case of shared mailboxes, you require special permission, which we will discuss later in this blog. Before we start, let’s see a few reasons why you or other Exchange users need to export contacts.
Why Export Contacts from Exchange Server?
The most common reasons why someone may need to download contacts from Exchange are:
- For upgrading from older versions of Exchange Server to the latest one.
- Moving mailboxes from Exchange on-premises to Microsoft 365.
- To import contacts from Exchange to other email clients.
- Combining or consolidating mailboxes for mergers or procurement of companies.
- Restore contacts if there’s been a cyber-attack, server crash, or corruption in the mailbox.
- To take a backup of the Exchange contacts to meet industry compliances.
How to Export Contacts from Exchange Using Outlook
Here’s a detailed process mentioned that explains how you can easily export contacts from Exchange shared mailboxes or standard mailboxes. However, to use the steps below, you must have Outlook installed and configured with your Exchange account.
- Start the Outlook application. Go to File, then click the Open & Export option.
- Select the Import/Export option.
- Select the second option, Export to a File.
- Select the Comma Separated Values option, then click Next.
- Select the Contacts folder and click Next.
- Browse to the destination location and give a new name to the CSV file.
- Click the Finish button to finalize the process.
After completing the process, you can access the new CSV file with all your contacts. You can also use the above steps to export contacts from Exchange shared mailboxes. But in this case, you must:
- Have the permission to access the shared mailbox. Once you have the right permission assigned, the shared mailbox will become visible in your Outlook’s left navigation pane.
- During export, make sure to choose the contacts folder of the respective shared mailbox, not the standard user mailbox, in step 5.
Export Contacts from Exchange Using Exchange Management Shell
The other method to export Exchange contacts includes the use of Exchange Management Shell. This method is suitable for exporting from Exchange Server version 2010 and above. Before you begin with export contacts in Exchange, make sure you are assigned the Mailbox Import Export role and have access to the Exchange Management Shell.
Once you have the required permission, use the New-MailboxExportRequest to extract the component, in this case contacts folder, from the mailbox to a PST. However, running PowerShell commands to export contacts from Exchange Server requires the user to have technical skills, as you need to use multiple parameters correctly to make sure only the contacts folder is exported.
Export Contacts from a Dismounted or Corrupt EDB File
The above two methods of exporting contacts only work if your Exchange database file is healthy. But what to do if events like multiple Exchange Server crashes have corrupted your database file and dismounted the EDB? In this case, you can either repair EDB files, mount it to Exchange Server, and then try exporting contacts. Or you can use a professional tool that allows you to extract data directly from a disconnected EDB file.
The Kernel for Exchange Server is a smartly designed multi-purpose Exchange recovery tool that supports dismounted and corrupt EDB files. With this tool, you can export EDB data to PST, including contacts, emails, calendar, attachments, etc., on your local system. The tool also allows you to restore mailboxes from corrupt EDB files directly to live Exchange or Office 365.
Conclusion: Which Method Is Best for Exporting Exchange Contacts
As per my experience, using Outlook is the simplest way to export contacts from Exchange mailboxes. The other method depends on complex commands that use multiple parameters. Even a single character mistake can cause the command request to fail. Before starting the export, make sure to back up the mailboxes to a safe location and ensure you have the required permissions.
However, if you want to export data from corrupt Exchange mailboxes, you must take the help of a professional Exchange Server recovery tool. Kernel for Exchange Server is the best tool that can export data from both healthy and corrupt files.
FAQs – About Exporting Contacts from Exchange
Ans. The shared mailboxes are only visible to either the admin or those who have access to that mailbox. In this case, you must ask the admin to give you the required access rights, or you can use the Exchange Management Shell to export contacts from Exchange shared mailboxes.
Ans. No. When you export contacts from Exchange Server, only a copy of the contacts is saved to the local system. All the original contacts stay safe on the server.
Ans. A path-related error usually comes when the output network path used in the cmdlet for saving the PST is missing the read/write permissions.
